Graduation Specialist

Saint Leo University Brasil; San Jose (CA); On-site; USD 48,000 - 58,000; Full time

Job summary

Saint Leo University is seeking a Graduation Specialist to support degree conferral and diploma production within the Registrar’s Office. This entry-level role handles confidential records, ensures compliance with degree requirements, and collaborates across departments to support students and alumni.

The position emphasizes attention to detail, strong communication, and proficiency with MS Office and SIS systems.

Qualifications

• High School diploma required; Associates preferred.
• 3 years of job-related experience.
• Experience with degree conferral processes is a plus.

Responsibilities

• Receive and process degree conferral applications and records.
• Serve as primary contact for degree conferral and diploma inquiries.
• Maintain degree audit and clearance processes; resolve discrepancies with academic advising.
• Oversee diploma production lifecycle and mailing.
• Generate reports for stakeholders on anticipated graduates and degrees conferred.
• Maintain confidentiality of student records.

Skills

Attention to detail

Customer service mindset

Communication skills

MS Office proficiency

Multicultural competencies

Discretion and confidentiality

Time management

Education

High School diploma

Associate degree preferred

Tools

Student Information System

Diploma management software

Printing/Mailing processes

Job description

Job Description Summary

Under supervision of the Assistant Registrar, the Graduation Specialist is an entry-level position within the Registrar’s Office, who is responsible for all tasks related to degree conferral for all students and diploma production. The incumbent reviews and analyzes student program evaluations to ensure academic requirements and institutional policies are satisfied, collaborates across departments to resolve outstanding issues, and communicates effectively with students and alumni. The Graduation Specialist must be comfortable with using various forms of technology and systems. This role requires strong critical thinking, attention to detail, and a commitment to providing a high-quality, student-centered experience, particularly as one of the final touch- points in the Saint Leo student journey.

Job Description

DUTIES AND TASKS:

• Receive, evaluate, assess, and process a high volume of confidential records for graduation candidates, including their application for degree conferral.
• Serve as the primary point of contact for students, alumni, faculty, and staff regarding degree conferral and diploma inquiries.
• Solicit, receive, and process applications for degree conferral, including an on-going communication plan and consistent reporting means to identify follow up.
• Compare graduation applications to degree requirements and university policy to ensure compliance.
• Maintain an ongoing, efficient, and accurate degree audit and clearance process, routinely assessing student program evaluations, performing detailed reviews of individual academic records and address any discrepancies or adjustments in consultation with academic advising personnel.
• Process degree conferrals for all students who have met their requirements for program completion at the close of each term, in accordance with the academic calendar.
• Collaborate with student financial services to review student accounts for appropriate clearances and monitors impacting degree conferral and diploma release.
• Oversee the full diploma production lifecycle including printing, preparation for mailing, tracking returned diplomas, and resolving delivery issues.
• Monitor and manage the release of diplomas in accordance with institutional financial hold policies.
• Upload and manage digital diploma distribution at the close of each graduation cycle, in accordance with institutional processes.
• Prepare and issue official documentation including degree verification and anticipated completion letters.
• Process requests for apostille and respond to complex documentation needs in compliance with international requirements.
• Generate reports for internal stakeholders including Student Financial Services, advisors, alumni, and leadership, regarding anticipated graduates and degrees conferred
• Process requests for duplicate and replacement diplomas.
• Maintain and audit inventory of diploma materials and mailing supplies.
• Review and process ‘hold for degree’ transcript requests, following each graduation cycle
• Confirm completion of credit-bearing certificate programs, and produce the printed certificates
• Prepare diploma covers for distribution during commencement ceremonies
• Support preparation for commencement ceremonies, including assistance with student communications, responding to email or phone inquiries, and validating student participation data
• Participate and contribute to the success of official events, including, but not limited to commencement.
• Provide cross-functional support for other Registrar operations and contribute to process improvements within the business unit.
• Archive and image documents within student records systems.
• Maintain confidentiality of student records.
• Perform other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• High School diploma. Associates degree preferred.
• 3 years of job-related experience.

Skills & Abilities:

• Exhibit a cheerful, positive, loyal, team-member attitude toward the purposes, programs, policies and goals of the university.
• Dedication to customer satisfaction by providing timely and accurate services.
• Skills in active listening, critical thinking, verbal, and written communication.
• Multicultural competencies; ability to work with diverse populations in a team environment.
• Analyze and evaluate a situation to address/route appropriately.
• Ability to build relationships across a wide range of constituents.
• Ability to handle multiple work unit priorities and projects independently.
• Ability to work with accuracy and diligence.
• Ability to multi-task and prioritize competing deadlines in a high-volume fast-paced environment.
• Ability to maintain confidentiality.
• Ability to adapt, change, and learn new procedures.
• Advanced organizational skills and ability to prioritize tasks during high volume work times and to switch between tasks if required.
• Skill in the operation of a variety of office machines including, personal computers, telephones and copiers, filing and recordkeeping, English composition, grammar, spelling and punctuation and basic math.
• Proficiency in MS Office and other related technologies or ability to assimilate quickly.
• Knowledge of common higher education standards, policies, and procedures.
• Student Information System experience preferred.

Why Work at Saint Leo?

What it’s Like to Work Here:Ask our employees and the one word they’d use to describe working at Saint Leo University is “Community.” Our team members all share the Saint Leo core values, positive attitudes, and problem-solving abilities, enabling them to provide excellent student centered service. Our mission is educating and preparing students for life and leadership in a challenging world. Thank you for your interest in joining the Saint Leo PRIDE!

We are committed to providing our employees with the support they need. At Saint Leo, we offer an array of medical, dental, and vision packages as well as several add-on perks to make your benefits package truly customizable to you and your family needs. Available benefits based on employment status (Full Time vs Part Time).

• FREE Tuition - Employee, Spouse, and Dependents*
• Tuition Exchange Opportunity - Dependent of Employees*
• Generous Paid Leave - Sick, Vacation, and Holidays
• Comprehensive Group Health Plan (Medical, Dental, and Vision)
• Group Medical Plan includes Teledoc, Surgery Plus, Wellness Incentive Program and more!
• 100% Employer-Funded Health Reimbursement Account
• 100% Employer-Paid Short Term Disability Insurance
• 100% Employer-Funded Employee Assistance Program (healthcare and dependent options)
• Employer-provided life insurance
• Discounted On-Campus Dining Meal Plans
• Nationwide Pet Insurance
• Flexible Spending Accounts
• 403b Retirement Plan
• Wellness Center

*Eligibility based on meeting required service period

2025 ICUBA Benefits Guide_St Leo